It feels like a relic from the 1990s. In an era of digital signatures and instant verification, why does the U.S. Government require you to mail a physical, notarized letter to Kentucky?
If you are registering a new entity in SAM.gov, or if you are trying to change the administrator on an existing account, you have likely hit the Notarized Letter Requirement. This step causes more confusion than almost any other part of the registration process.
Contractors frequently ask: Do I mail it? Do I upload it? Which template do I use?
The answer is: Yes, it matters, and getting it wrong will block your access to your own company profile.
The Strategic “Why”: Preventing Fraud
To reduce your frustration, it helps to understand why this hurdle exists. In March 2018, the GSA (General Services Administration) discovered a wave of fraud where bad actors gained access to dormant contractor accounts. They executed “surgical strikes” on financial data, changing the Electronic Funds Transfer (EFT) details to divert federal payments to illicit accounts.
In response, the government implemented a “human verification” layer. The Entity Administrator Appointment Letter is a legal document where a verified human being takes personal responsibility for the account. It creates a physical evidentiary trail that digital attackers cannot easily replicate, protecting your federal funds.
Step 1: Choosing the Correct Template
The Federal Service Desk (FSD) provides three distinct templates. Using the wrong one—or modifying the language even slightly—will result in an automatic rejection.
Template 1: Single Domestic Entity
Who is it for? Approximately 95% of contractors who are U.S.-based with a U.S. bank account.
- Requirement: It MUST be notarized by a valid U.S. Notary Public.
Template 2: Multiple Domestic Entities
Who is it for? Parent companies or conglomerates registering multiple UEIs under a single administrator.
- Requirement: It MUST be notarized and allows you to list multiple UEIs in one letter.
Download the FSD.gov Template 2 here
Template 3: International Entity (The Waiver)
Who is it for? Foreign entities that do not use a U.S. bank account for EFT payments.
- Requirement: This template does not need notarization; it is a self-certification waiver.
- The “Banking Trap”: If you are an international company but you enter a U.S. routing number in the financial section, you cannot use Template 3. You must use Template 1 and get it notarized, which often requires a trip to a U.S. Embassy.
Step 2: Drafting the Letter (The “Exact Match” Rule)
FSD agents compare your letter against your SAM.gov registration data with zero tolerance for discrepancies.
- Letterhead: The letter must be printed on official company letterhead. If you don’t have it, you must type your Legal Business Name and Physical Address exactly as they appear in SAM at the top of the page.
- The Attestation: Use the exact phrasing found in the template. Phrasing typically includes: “I, the below-signed, attest to the following:” or “I, [Name], the below signed individual, hereby confirm that…”. Do not paraphrase.
- UEI Accuracy: Ensure your Unique Entity ID (UEI) is typed correctly. A single digit error will cause the registration to be flagged.
- The Signatory: The letter must be signed by an officer of the company (President, CEO, Partner) with the legal authority to bind the entity.
Step 3: The Hybrid Submission (Upload AND Mail)
To ensure compliance and speed, you must perform a “hybrid” submission.
Phase A: The Digital Upload (For Speed)
To get your account “conditionally active” so you can meet immediate deadlines, submit a digital scan to the FSD.
- Scan your signed, notarized letter as a PDF.
- Log in to FSD.gov and click “Create an Incident.”
- Select “System for Award Management (SAM)” as the System Name.
- Select “SAM: Notarized Letter” as the Issue Type.
- Attach the PDF and submit.
Phase B: The Physical Mail (For Compliance)
The FSD requires the original hard copy with the wet-ink notary seal to be on file.
- Critical Deadline: While some sources mention 60 days, official SAM.gov alerts cite a 30-day deadline for receipt of the physical letter. If it is not received within this window, your registration may be deactivated. Treat 30 days as your hard deadline.
Mail the original document via a courier service with tracking (like FedEx or UPS) to:
FEDERAL SERVICE DESK
ATTN: SAM.GOV REGISTRATION PROCESSING
460 INDUSTRIAL BLVD
LONDON, KY 40741-7285
Common Rejection Reasons to Avoid
- Missing Notary Seal: The stamp must be clearly visible.
- The Notary “Venue” Trap: If your notary is in Virginia, but the venue block at the top of the page says “State of Maryland,” it will be rejected.
- Email Mismatch: The administrator’s email in the letter must match the SAM.gov login email exactly.
Secure Your Federal Revenue Stream
The notarized letter is just one piece of a complex compliance puzzle. Under FAR 52.204-7, you must be registered in SAM at the time you submit an offer. If your registration is deactivated because of a rejected letter, you could be deemed ineligible for an award or face payment holds.
At the Federal Contracting Center, we handle the bureaucracy so you can focus on your business. Our government contracting consultants ensure your letters are drafted correctly the first time, manage the FSD ticket submissions, and track your mailings to ensure you stay active and eligible 365 days a year.
